SOP mmigration Process Work Permit, Dependent Permit, Work Permit Extension, Dependent Permit Extension Effective date Function Name : 02-MAY-2017 : GLOBAL MMGATON MANAGEMENT SEVCES
Wipro T Business Confidential eviewer Name Designation Comments Date Venkatesh amu Gajjala Senior Manager 02/MAY/2017 Approver Name Designation Comments Date Nagarjuna Sadineni Vice President 02/MAY/2017 MAY 02, 2017 GMS Page 2 of 13
Wipro T Business Confidential Contents 1. Scope... 4 2. Entry Criteria/ nputs... 7 3. Process Flow... 7 4. oles and esponsibility... 7 5. Glossary... 12 6. evision History... 13 MAY 02, 2017 GMS Page 3 of 13
Wipro T Business Confidential 1. Scope The complete process and procedures involved in processing a Work Permit, Dependent Permit, Work Permit Extension, Dependent Permit Extension applications. The type of Visa processed for Work Permit is known as Salary En Mission (Long Stay) and Short Term Work Permit. The Work Permit allows foreign professionals to work in. Short-term work permits are applied for 89 days and whereas long-term applications can be raised 12/24 months. The mmigration Department in is termed as Labor Office and OF. Labor Office is in charge of approving Short Term Work Permit and OF is in charge of approving Long Term Work Permit. WOK PEMT Eligibility: Employees in Band below B1 are not eligible apply for work permits due to career band restriction. Minimum 3 to 6 months of experience as regular employee in Wipro is mandatory to apply for long term work permit. Wase employees can apply for long term work permit after 6 months of being on rolls. BE/B.Tech/PG with 2 years of experience are eligible for work permit. Any other Degree with 5 years of experience are eligible for work permit. Diploma with 10 years of experience are eligible for work permit. Passport should be valid for minimum of 18 months at the time of applying for work permit and should be 10 years valid passports Filing is done based on Wipro roles. Minimum Wage MAY 02, 2017 GMS Page 4 of 13
Wipro T Business Confidential The immigration law requires the employer to pay certain minimum wage for a foreign national applying for work permit. The exact amount of minimum wage may differ for various positions and types of work permit. The executive is required to understand the present limit and validate it against the C&B team s benchmark to ensure the final wage paid to a foreign national is above the prescribed limit set by the law. The salary should be in Franc and paid in local bank account. etention of Documents All immigration records like visa stamp, passport copies, work permit approval letters, registration & deregistration certificates, entry and exit stamps and copies of supporting documents submitted for work permit and visa should be stored and maintained on file. etention of all immigration records for a foreign national is one of the fundamental and critical component to prove adherence to immigration compliance. GMS has to maintain such records for a period of minimum of two years for countries where such specific legal requirement doesn t exist. For countries where the law specifically mandates record retention, then the duration will be in line with the legal requirements. egistration Employee has to visit the mmigration Office along with dependents (if applicable) with in the validity of the entry Visa to register his/her arrival at. We have to declare all new employee once they enter through this website https://www.due.urssaf.fr/declarant/index.jsf which is linked with the labour office. USSAF is the organisation in charge of collection of social contributions. Once declared, Sophie would receive an acknowledgment. Cancelation/De-registration process MAY 02, 2017 GMS Page 5 of 13
Wipro T Business Confidential Work Permit/residence Permit has to be cancelled before the applicant exits the country. Compliance Work Permit are employer Specific Employee cannot work any other employer. Exception Approval Matrix https://wipro365.sharepoint.com/sites/w- GMS/_layouts/15/start.aspx#/SitePages/HomePage.aspx 2. Entry Criteria/ nputs nitiation mmigration request. equired Documentation. 3. Process Flow Adobe Acrobat Document Adobe Acrobat Document Adobe Acrobat Document 4. oles and esponsibility = esponsible. (The person who is assigned to do the work. n general, this is needed one per row except when the responsibility is shared.) A = Accountable. (The person who is ultimately answerable for the activity or decision and has the ownership) S = Support. esources allocated to esponsible. Unlike Consulted, who may provide input to the task, Support will assist in completing the task. C = Consult. (Have information and/or capability necessary to complete the work and hence must be consulted) = nform. (Must be notified of the results of the work or a decision or action is taken but need not be consulted) MAY 02, 2017 GMS Page 6 of 13
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Service Provider Attorneys mmigration Authorities (Labor Office ) OF Wipro T Business Confidential Process oles Process Steps Work Permit & Dependent Permit Process: Application nitiation & Approval. Employee uploads required documents. TM Approval. Application Acceptance (Soft copies of documents). Verification of Application & Documents (Dependent documents if applied along with Long term Work Permit)., A,, A, A A, MAY 02, 2017 GMS Page 7 of 13
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Service Provider Attorneys mmigration Authorities (Labor Office ) OF Wipro T Business Confidential Process oles Process Steps Sent back for clarification on documents. Application Acceptance (Dependent if applied along with Long term Work Permit) update accepted date in system. ntimation sent to processing team to process application. Documents review & check done by Sophie Pereira Da Silva A Sophie prepares required French Documents Consolidate & send all the documents via email to Employee in ndia. System updates with documents sent date & an auto mailer is sent to the employee. Once employee receives the documents. He/She has to submit all the documents as per checklist to the nearest GMS location team. GMS Processing Agent at offshore will have to Verify the document and concerns if any Changes MAY 02, 2017 GMS Page 8 of 13
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Service Provider Attorneys mmigration Authorities (Labor Office ) OF Wipro T Business Confidential Process oles Process Steps GMS offshore team would book an appointment with VFS for submission of all the documents 2 sets each. S S For Long term if applied with dependent, then appointment is scheduled along with Dependents System updates with documents filed date & an auto mailer is sent to the employee. French consulate at Offshore: ssues Short Term visa ( C visa) / Denial ssues Long Term Work Permit visa / Dependent visa / Denial Letter to OF in for further registration & Approval. S S The original passport along with the stamped visa is sent back to GMS location team at offshore. The Dispatch team will collect the passport and hand it over to GMS processing agent The respective Work Permit / Dependent Permit Approval / Denial details will be updated in system & auto mailer sent to Employee. MAY 02, 2017 GMS Page 9 of 13
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Service Provider Attorneys mmigration Authorities (Labor Office ) OF Wipro T Business Confidential Process oles Process Steps n case of Approval received intimation sent to employee (Dependents if applicable) to collect the passport. A, Work Permit Extension & Dependent Permit Extension Process: Application nitiation. Employee uploads required documents. TM Approval. Application Acceptance (Soft copies of documents)., A,, A, A A, Verification of Documents (Dependent documents if applicable). Sent back for clarification on documents. Application Acceptance sent to employee & update accepted date in system. ntimation sent to processing team to process application. Documents review & check. A Prepare Visa Template and send it to Attorneys in and inform the employee to submit the documents to Attorneys. System updates with documents sent date & an auto mailer is sent to the employee. Employee contacts Attorneys in & submits required documents (Dependent documents if applicable) for extension application. APL, 04, 2016 GMS Page 10 of 13
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Service Provider Attorneys mmigration Authorities (Labor Office ) OF Wipro T Business Confidential Process oles Process Steps Attorney s in consolidate all the documents and files application to mmigration authorities (Labor Office) in and to OF; & sends intimation to Employee & GMS team. S S System updates with documents filed date & an auto mailer is sent to the employee. mmigration authorities in issue & send Work Permit Extension/ Dependent Permit Extension Approval / Denial letter to Attorneys in. S S Attorney s in collect the Work Permit Extension / Dependent Permit Extension Approval / Denial Letter from OF in after registration and sends it to Employee & GMS team. S Then the Employee (along with dependents if applicable) needs to carry original passport & approval letter and visit Local Municipality or Commune Office to get the Extended esidence permit. Then the Employee scans & sends the Extended esidence permit to GMS team. The Work Permit Extension / Dependent Permit Extension Approval / Denial & Extended esidence Permit will be updated in system & application is closed. WOK PEMT TANSFE / AMENDMENT POCESS: Application nitiation. Application & documents acceptance (soft copies). TM Approval., A,, A, A APL, 04, 2016 GMS Page 11 of 13
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Service Provider Attorneys mmigration Authorities (Labor Office ) OF Wipro T Business Confidential Process oles Process Steps Verification of application and Documents. Sent back for clarification on documents (if required). Employee provides the required clarification and sends back the application to GMS (if applicable). Accept application & update Application accepted date in the MS system & an auto mailer sent to employee. ntimation sent to processing team to process application. Documents review & check the eligibility. A Send Transfer / Amendment details to Attorneys. Attorneys file & notify Transfer / Amendment details to mmigration authorities. S Attorneys send confirmation on filing the details to mmigration authorities. GMS processing agent updates the MS system with Transfer / Amendment filed details and an auto mailer is sent to the respective employee. On receipt of Work Permit Transfer / Amendment confirmation from GMS team; Employee can start working with new client on the same work. 5. Glossary Terms / Acronyms SPOC GMS PG UG Detail Description Single Point of contact Global mmigration Management Services Post Graduate (Masters) Under Graduate (Bachelors) APL, 04, 2016 GMS Page 12 of 13
Wipro T Business Confidential WP OF Labor Office DP SP TM BU Head Work Permit mmigration Department to approve Long term Permit. mmigration Department to approve Short term Permit. Dependent Permit Service Provider Technical Manager Business Unit Head 2. Activity Details Sub Process 1: WOK PEMT POCESSNG- Short term application 5.1.1 nitiation Process: n order to initiate any request, the Supervisor or Manager should ensure that the mmigration Profile of the employee is up-to-date. a. The immigration request should be initiated only by the Manager if the employee meets all the requirements as per the rules & regulations of the country intended to travel. b. Once the immigration request is initiated a unique application is generated in the MS system. c. The Employee completes the application with the Questionnaire, uploads all the documents. d. The application moves to different approving authorities like TM, VH, BU Head. e. Upon approval from all the necessary oles, the application moves to GMS for further processing. Once the online application is approved and employee should submit the hard copies of those documents to nearest GMS Location; the respective allocating manager assigns the application to the concerned GMS Verification agent. 5.1.2 Verification Process: The GMS verification SPOC/agent responsible should validate the information and would have to follow the below mentioned verification process: APL, 04, 2016 GMS Page 13 of 13
Wipro T Business Confidential For short-term application: i. Passport Copies: Clear scanned copies of Employee Valid Passport. Verify the Passport copy with D page and Address page of the Passport, Check Validity of the passport, First & Last Name, make sure the Passport should be valid for a period minimum 18 months (Pass port issued for more than 10 years are not acceptable). ii. esume: Verify whether updated copy of Employee resume is available. esume completed should be in the format as available on My Wipro and to include details on present and prior work experience. Please refer Annexure-1 for esume Template. iii. Photograph: Check whether the photograph provided by the employee is as per the specifications- (to be printed as 3.5cms by 4.5 cms), with White Background, dark dress and 80% of the picture should be covered by the face. iv. Acknowledged PF form: Check whether PF form is signed by the employer and employee and the validity should be equal to or more than validity for which the request is initiated. The Acknowledged PF form is required before employee appears for appointment. v. Application form: The application form can be downloaded once the application is initiated. Verify if the name and other details are provided as per passport. Check for duration of stay and hotel address mentioned. vi. Deputation letter: Sophie Pereira Da Silva will prepare Deputation letter once the application is initiated. GMS SPOC needs to verify & ensure that the employee has signed the Deputation letter copy vii. French Covering letter: Sophie Pereira Da Silva will prepare French Covering letter once the application is initiated. GMS SPOC needs to verify & ensure that the employee details are mentioned correctly as per passport. viii. Tickets: GMS SPOC would prepare the dummy itinerary as per the assignment dates. ix. nsurance: GMS SPOC would prepare the nsurance as per the assignment dates. x. Wipro Covering Letter: GMS SPOC would prepare the covering letter with the details of the employee as per passport and mention the assignment duration and client location. For Long term application: i. Passport Copies: Clear scanned copies of Employee Valid Passport. Verify the Passport copy with D page and Address page of the Passport, Check Validity of the passport, First & Last APL, 04, 2016 GMS Page 14 of 13
Wipro T Business Confidential Name, make sure the Passport should be valid for a period minimum 18 months (Pass port issued for more than 10 years are not acceptable). ii. esume: Verify whether updated copy of Employee resume is available. esume completed should be in the format as available on My Wipro and to include details on present and prior work experience. Please refer Annexure-1 for esume Template. iii. Degree Certificates: Check the University Certificates or Degree Certificates (PG if applicable) and verify the Employee Name and details provided as per the information. Only Convocation certificates are accepted and not provisional degree. iv. Birth certificate: Name of the Employee on the certificate is mandatory & the Name mentioned on the certificate and on passport should be the same. Else, an affidavit from Notary is required. The Birth certificate should be in English and if it is in regional language; Notarized English translation is required. f notarization is required Employee needs to submit the Birth certificate to Legalization team. v. Wipro offer letter: Clear scanned copy of the offer letter with all the pages. Check the date on the appointment letter verify the Employee Name and signature on the offer letter. vi. Photograph: Check whether the photograph provided by the employee is as per the specifications- (to be printed as 3.5cms by 4.5 cms), with White Background, dark dress and 80% of the picture should be covered by the face. vii. Acknowledged PF form: Check whether PF form is signed by the employer and employee and the validity should be equal to or more than validity for which the request is initiated. The Acknowledged PF form is required before employee appears for appointment. viii. Passport copy - Dependents: Clear scanned copies of Employee Valid Passport. Verify the Passport copy with D page and Address page of the Passport, Check Validity of the passport, First & Last Name, make sure the Passport should be valid for a period minimum 18 months (Pass port issued for more than 10 years are not acceptable ix. Birth Certificate- Dependents: Name of the kid/spouse on the certificate is mandatory & the Name mentioned on the certificate and on passport should be the same. Else, an affidavit from Notary is required. The Birth certificate should be in English and if it is in regional language; Notarized English translation is required. x. Marriage Certificate: Name on Marriage certificate and on passport should be the same. Else, an affidavit from Notary is required. The Marriage certificate should be in English and if it is in regional language; Notarized English translation is required. APL, 04, 2016 GMS Page 15 of 13
Wipro T Business Confidential xi. xii. xiii. xiv. xv. xi. Photograph-Dependents: Check whether the photograph provided by the employee is as per the specifications- (to be printed as 3.5cms by 4.5 cms), with White Background, dark dress and 80% of the picture should be covered by the face. Employment Contract letter: Sophie Pereira Da Silva will prepare Employment Contract letter once the application is initiated. GMS SPOC needs to verify & ensure that the employee has signed the Deputation letter copy French Covering letter: Sophie Pereira Da Silva will prepare French Covering letter once the application is initiated. GMS SPOC needs to verify & ensure that the employee details are mentioned correctly as per passport. Tickets: GMS SPOC would prepare the dummy itinerary as per the assignment dates. nsurance: GMS SPOC would prepare the nsurance as per the assignment dates. Wipro Covering Letter: GMS SPOC would prepare the covering letter with the details of the employee as per passport and mention the assignment duration and client location Any deviation or mismatch of information the application would be sent back to the employee asking for further clarification. Note: The applications must be completed and submitted within 3 working days failing to which the system will auto reject the application and the auto rejected application cannot be reopened. n case of any issues or delays the same can be escalated by referring to GMS Escalation Matrix. f the application satisfies all the necessary parameters; GMS verification agent will duly approve the request and will update the formal application acceptance date in the MS system & send all the documents to the processing team. 5.1.5. Application Processing: i. The applications will reflect under the section Under Process Application. ii. Employee would submit the hard copy documents as per checklist to the nearest GMS location. iii. GMS processing agent will prepare the required documents for visa interview at VFS. The details would be filled as per passport and the work permit request details. APL, 04, 2016 GMS Page 16 of 13
Wipro T Business Confidential iv. Once the documents are ready it must be sent to our VFS agents and employee appears physically for filing with the VFS. Upon acceptance by the VFS, the documents are later forwarded to Consulate General for approval and application status would be updated as Sent for Filing. v. Once the appointment is successfully completed, application status would be updated as Filed with authorities. vi. f the application request is complete as per the Norms, the French Consulate will duly approve / deny the request. vii. Once the decision is made the visa is granted by the French consulate and the hard copy will be sent through courier to GMS team. i. Upon receiving the Work Permit Approval / Denial Letter at GMS processing agent has to update the received date/approved date/validity/duration of Stay Granted/ Denial information in the MS system. viii. An auto mailer is sent to the employee regarding the Work Permit Approval / Denial Letter. WOK PEMT EXTENSON/WOK PEMT TANSFE Extension is applicable only for Salarié en Mission category (CT). A Transfer request is initiated when there is a change in location. 5.3.1 nitiation Process: n order to initiate Work Permit Extension & should ensure that the mmigration Profile of the (Employee, Spouse & Children) is up-to-date. i. The immigration request should be initiated only by the Manager if the employee meets all the requirements as per the rules & regulations of the country intended to travel. ii. Once the immigration request is initiated a unique application is generated in the MS system. iii. The Employee completes the application with the Questionnaire, uploads all the documents. iv. The application moves to different approving authorities like TM, VH, BU Head. v. Upon approval from all the necessary oles, the application moves to GMS for further processing. vi. Once the online Extension application is approved, the allocating manager assigns the application to the concerned GMS processing agent. APL, 04, 2016 GMS Page 17 of 13
Wipro T Business Confidential 5.1.2 Verification Process: The GMS verification SPOC/agent responsible should validate (efer Annexure-3.1 for check list) the information and would have to follow the below mentioned verification process: For Extension: i. Passport Copies: Clear scanned copies of Employee Valid Passport. Verify the Passport copy with D page and Address page of the Passport, Check Validity of the passport, First & Last Name, make sure the Passport should be valid for a period minimum 18 months (Pass port issued for more than 10 years are not acceptable). ii. Pay slips: Verify whether updated copy of pay slips are available. Copy of Last 3 month's Wipro pay slips. iii. Work permit: Copy of valid work permit of the employee. iv. esident permit: Copy of valid residence permit of the employee. v. EDF/GDF bill: Copy of last EDF/GDF bill (Gas or Electric city bill paid in ) vi. Marriage Certificate: Name on Marriage certificate and on passport should be the same. Else, an affidavit from Notary is required. The Marriage certificate should be in English and if it is in regional language; Notarized English translation is required. vii. Birth Certificate: Name of the kid on the certificate is mandatory & the Name mentioned on the certificate and on passport should be the same. Else, an affidavit from Notary is required. The Birth certificate should be in English and if it is in regional language; Notarized English translation is required. viii. Passport copy - Dependents: Clear scanned copies of Employee Valid Passport. Verify the Passport copy with D page and Address page of the Passport, Check Validity of the passport, First & Last Name, make sure the Passport should be valid for a period minimum 18 months (Pass port issued for more than 10 years are not acceptable ix. esident permit- Dependents: Clear scan copies of the resident permit of all the dependents included in the extension request. x. Photographs- Check if the photographs mentioned is as per the specifications mentioned- Size 35x45 mm with 80% coverage of face measuring 25x35mm from chin to crown of head, with shoulders just visible. APL, 04, 2016 GMS Page 18 of 13
Wipro T Business Confidential Note: The applications must be completed and submitted within 3 working days failing to which the system will auto reject the application and the auto rejected application cannot be reopened. n case of any issues or delays the same can be escalated by referring to GMS Escalation Matrix. f the application satisfies all the necessary parameters; GMS verification agent will duly approve the request and will update the formal application acceptance date in the MS system. 5.3.2 Extension Process: i. Once the documents are received by the Service provider in will prepare necessary Extensions documents and book an appointment at Prefecture ii. Service provider in will communicate the appointment date to the employee and the employee has to attend the interview to complete the formalities at the Prefecture in and the Helma team member would accompany the employee on the day of appointment. iii. n case of Dependents Permit Extension is also applied with Work Permit Extension; Employee has to has to attend the interview with Dependents to complete the formalities. iv. f the Extension application request is complete as per the Norms, the Labor office will duly approve / deny the Extension request. v. After the Labor office approval / denial the Service provider in will submit Work Permit Extension / Dependent Permit Extension application to mmigration authorities. vi. mmigration authorities would issue Work Permit Extension / Dependent Permit Extension Approval / Denial Letter 6. evision History Version (x.yy) Date of evision Description of Change 1.1 03/Jan/2014 OOC to Global mmigration Management Services eason for Change Change in Department Name Affected Sections Entire SOP Approved By Nagarjuna Sadineni APL, 04, 2016 GMS Page 19 of 13
Wipro T Business Confidential 1.2 16/Jan/2015 Process review Change in Approver & reviewer details and Exception Approval matrix 1.3 10/Mar/2015 Process review ncluded compliance requirements 1.4 04/April/2016 Process review Change in Exception Approval Matrix 1.5 22/Mar/2017 Process review Change in egistration Process 1.6 02/May/2017 Process review Change in Exception Approval Matrix Entire SOP Under Scope Entire SOP Entire SOP Venkatesh Venkatesh Nagarjuna Sadineni Anuj Sarin Entire SOP Anuj Sarin APL, 04, 2016 GMS Page 20 of 13